RFP C007092.pdf

RFP# C007092

Winter Chiller Maintenance

RFP# C007092, page 2

Request for Proposals

ISSUE DATE: June 4, 2026

RFP: C007092

TITLE: Chiller Winter Maintenance FY 2027

ISSUING OFFICE: Central Florida Tourism Oversight District, Procurement & Contracting Department, 1900 Hotel Plaza Blvd., Lake Buena Vista, Florida 32830

SECTION 1. GENERAL INFORMATION

1.1 The Central Florida Tourism Oversight District (herein after “District”, “Owner” and “CFTOD”) is a Special Taxing District that serves as a local government entity. The District is responsible for its public infrastructure including, but not limited to roads, bridges, and water control system.

1.2 The District requests proposals from experienced and qualified firms to perform annual winter maintenance cleaning and eddy current testing (“ECT”) services for the designated Energy Plants listed below:

A. Central Energy Plant (“CEP”) B. Contemporary Hotel Chiller Plant (“CHOT”) C. EPCOT Central Energy Plant ("ECEP”) D. North Studios Energy Plant (“NSEP”) E. South Studios Energy Plant (“SSEP”)

1.3 All dates and information contained herein may be extended, changed, or updated within the listing posted at CFTOD BID PORTAL: https://pbsystem.planetbids.com/portal/62171/portal-home, hosted by PlanetBids. Proposers are responsible for verifying all listing information before submitting a response to the Request for Proposals (RFP).

1.4 ANTI-LOBBYING: Any bidder/proposer violating anti-lobbying in Section 6 will have their proposal rejected and will not be considered further.

1.5 ANTI-COLLUSION STATEMENT/PUBLIC DOMAIN: Proposer shall not divulge, discuss, or compare this Request for Proposals with any other proposer or collude with any other proposer in the preparation of this response in order to gain an unfair advantage in the award of this contract. By submitting a response, Proposer acknowledges all information contained herein is part of the public domain as defined in the Public Records Act, Chapter 119, F.S.

SECTION 2. INSTRUCTIONS TO RESPONDING PROPOSERS

2.1 All proposals must be electronically submitted by or before the bid due date on the CFTOD BID PORTAL, under the appropriate listing.

2.2 Proposals may not be submitted by any other means other than as described in Section 2.1. The District will not accept proposals sent by U.S. Mail, private couriers, or fax.

2.3 Selection may be made directly from the RFP. Some or all of the responding firms may be requested to provide written or oral technical proposals, or both for the rating process. After the https://pbsystem.planetbids.com/portal/62171/portal-home https://pbsystem.planetbids.com/portal/62171/portal-home https://pbsystem.planetbids.com/portal/62171/portal-home https://pbsystem.planetbids.com/portal/62171/portal-home

RFP# C007092, page 3 rating of proposers, a contract will be negotiated in accordance with Florida Statutes and this solicitation.

2.4 All materials submitted as response to this RFP shall become the property of the District.

2.5 Proposals not conforming to the instructions provided herein will be subject to disqualification at the sole option of the District.

SECTION 3. TIME SCHEDULE

3.1 Please refer to the dates noted for submission in the PlanetBids™ portal.

3.2 Questions concerning the project must be submitted electronically on the bidding platform.

Responses will be made electronically. It is the responsibility of the proposers to check for updates. All dates and information contained herein may be extended, changed, or updated as needed. Proposers are responsible for verifying all current listing information before submitting a response to this RFP.

SECTION 4. AWARD

4.1 The District reserves the right to accept or reject any or all proposals.

4.2 The District is awarding one contract. This contract will be for an initial term of one (1) year.

4.3 The District reserves the right to waive any irregularities and technicalities and may, at its sole discretion, request a clarification or other information to evaluate any or all proposals.

4.4 The District will finalize a contract with the highest-ranked proposer. If an agreement cannot be reached with that proposer, the District reserves the right to negotiate with the next highest-ranked proposer (or subsequent proposers) until an agreement is reached.

4.5 BuyLocalNow and Veteran qualified bidders may receive a bid preference as noted in the Procurement Policy PRO-100. If a bidder is eligible for a preference, bidder must complete the Affidavit of Eligibility Form and include it with the proposal submission by the bid due date for consideration. Affidavit of Eligibility Forms are available within the solicitation documents on PlanetBids. Forms must be uploaded into PlanetBids as a separate attachment from proposal submission.

SECTION 5. INQUIRIES

5.1 Any and all questions must be submitted through the appropriate listing electronically via the CFTOD BID PORTAL. Responses will be made electronically and posted online under the listing.

It is the responsibility of the proposers to check for updates.

5.2 If necessary, any addenda will be posted under the listing at CFTOD BID PORTAL.

5.3 It is our standard policy no addendum will be issued later than three (3) calendar days prior to the date for receipt of proposals, except an addendum withdrawing the Request for Proposals, or one which includes postponement of the date for receipt of proposals.

5.4 No verbal or written information which is obtained other than by information in this document or by addendum to this request will be binding on the District.

SECTION 6. LOBBYING

6.1 PROPOSERS ARE HEREBY ADVISED THAT CONTACT IS NOT PERMITTED WITH ANY DISTRICT

PERSONNEL OR BOARD MEMBER RELATED TO, OR INVOLVED WITH THIS REQUEST. PROPOSERS

https://www.oversightdistrict.org/wp-content/uploads/2023/09/CFTOD-Procurement-Manual-08-23-2023.pdf

RFP# C007092, page 4

ARE RESTRICTED FROM DISCUSSING THEIR SUBMITTALS AND THIS SOLICITATION WITH

COMPETING FIRMS UNDER THIS RFP. ALL ORAL OR WRITTEN INQUIRIES MUST BE DIRECTED

THROUGH THE ASSIGNED PROCUREMENT PERSONNEL OR THE DISTRICT’S CONTRACTING

OFFICER.

6.2 LOBBYING IS DEFINED AS ANY ACTION TAKEN BY AN INDIVIDUAL, FIRM, ASSOCIATION, JOINT

VENTURE, PARTNERSHIP, SYNDICATE, CORPORATION, AND ALL OTHER GROUPS WHO SEEK TO

INFLUENCE THE GOVERNMENTAL DECISION OF A DISTRICT BOARD MEMBER OR ANY DISTRICT

PERSONNEL AFTER ADVERTISEMENT AND PRIOR TO THE BOARD VOTE ON THE AWARD OF THIS

CONTRACT. CONTACT WITH OTHER SUBMITTING PROPOSERS IS RESTRICTED AFTER

ADVERTISEMENT AND PRIOR TO AWARD OF THIS CONTRACT.

6.3 ANY PROPOSER OR ANY INDIVIDUALS THAT LOBBY ON BEHALF OF PROPOSER DURING THE

TIME SPECIFIED WILL RESULT IN REJECTION/DISQUALIFICATION OF SAID REQUEST FOR

PROPOSALS.

SECTION 7. EVALUATION CRITERIA

The Selection Committee shall evaluate all proposals received, by numerical rating, which meet the submittal requirements. The following factors will be considered in evaluating the responsive proposals received:

CRITERIA WEIGHT

Qualifications and Experience 40 Staffing Plan 10 Approach and Methodology 20 Price Proposal 30

TOTAL POSSIBLE POINTS 100

Buy Local and Veteran Small Business Program qualified proposers. The details of these programs can be found in the District’s Procurement Policy.

5 bonus points

SECTION 8. PROPOSAL SELECTION CRITERIA

8.1 PROPOSAL SUBMISSION

A. Proposals must be received electronically by or before the bid due date on the CFTOD BID PORTAL, under the appropriate listing. Responses received at any other location or means will not be considered.

B. Proposer’s response shall be no more than 10 pages, excluding front covers, resumes, and a cover letter of up to two (2) pages, plus any required forms, licenses or certifications. Proposers who submit more than the pages indicated may not have the additional pages of the proposal read or considered. Proposals failing to provide sufficient information and assurances of performance to accurately assess each category below, or which fail to comply with the requirements and conditions of the Request for Proposals will not be given further consideration.

8.2 ORGANIZATION OF PROPOSAL

https://www.oversightdistrict.org/wp-content/uploads/2023/09/CFTOD-Procurement-Manual-08-23-2023.pdf

RFP# C007092, page 5

The proposer must provide all information as requested in this Request for Proposals (RFP). The District may reject as non-responsive at its sole discretion any proposal or any part thereof that is incomplete, inadequate in its response, or departs in any substantive way from the required format. Responses shall be organized in the following manner:

A. Proposer Information (Excluded from page count cover letter up to two (2) pages): Name of the proposer, address, principals, telephone number, email address and taxpayer ID number.

Include a brief history of the company.

B. Qualifications and Experience (40 pts): (Excluded from page count any licenses, certifications and resumes up to 2 pages) Provide qualifications, resumes, and experience of the team based on the elements of this RFP. Emphasize the specific qualifications and experience from accounts similar to this scope. Identify and provide in-depth information for the proposed project manager’s qualifications, track record and relevant experience. The Contractor or Subcontractor performing Eddy Current testing must be ASNT SNT-TC-1a level II certified.

Additionally, submit a minimum of three references completed within the last five years that are similar in size and scope to the services requested by the District. Proposer must complete and submit the following document listed on PlanetBids: Exhibit B - Project - Client Reference Form (required from excluding page count).

C. Staffing Plan (10 pts.): Indicate Staffing Plan. Specify the names of the persons who will be authorized to give and support information for your company. Provide their titles, addresses and telephone numbers. Identify all subcontractors along with their qualifications.

Subcontractor List: Contractors are required to disclose a complete list of sub-contractors using the Subcontractor List form with their bid submittal. The District will reject any bid submittal that does not include a Subcontractor List, or if the list is found incomplete. If the Contractor will not utilize any subcontractors, they must write “None” on the form. Contractors are not allowed to change or add sub-contractors without approval by the District.

1. Contractor shall not subcontract any part of Work with any subcontractor not listed on the

Subcontractor List without prior written approval of the District. The District may revoke approval of any Subcontractor when such Subcontractor evidences an unwillingness or inability to perform the Work in strict accordance with the Contract provisions. Contractor shall cause appropriate provisions inserted in all approved subcontracts relative to the Work to bind subcontractors to the terms of the Contractor’s Contract, insofar as applicable to the Work of subcontractors, and provide language regarding the termination of any subcontracts the District may exercise over the Contractor under provisions of this solicitation.

2. District’s approval of a Subcontractor shall not relieve the Contractor of any of their responsibilities, duties, and liabilities. The Contractor shall be solely responsible to the District for the acts, defaults, or omissions of their Subcontractor and of such Subcontractor’s Officers, Agents, and Employees each of whom shall for all purposes be deemed to be the agent or employee of the Contractor.

3. It is the responsibility of the Contractor to require all subcontractors to maintain adequate insurance coverage, equal to the minimums of the Contractor.

RFP# C007092, page 6

D. Approach and Methodology (20 pts.): Convey a clear understanding of the nature of the services you will be providing following the requirements of Section 12. Scope of Services, and your methodology to accomplish it.

E. Price Proposal (30 pts.): The price proposal shall be all-inclusive, covering all labor, materials, equipment, supervision, transportation, tools, and any other items necessary to perform all work as described in Section 12, Scope of Work.

8.3 PROPOSAL EVALUATION

A. Proposal Evaluation Process:

1. The Selection Committee will generally be comprised of, at a minimum, three members.

The committee may consist of representatives from various and appropriate District departments.

2. The committee members will independently score each responsive proposal received in accordance with the evaluation criteria. During the Selection Committee meeting, the committee members will review the proposals and will submit their individual scores for compilation to determine a shortlist. Dates will be set for conducting interviews or presentations with shortlisted firms, and notification will be sent by e-mail and/or telephone of their assigned date and time, by Procurement staff.

3. The Selection Committee may interview shortlisted proposers and require a formal presentation with the key people who will manage the work before the recommendation of award. Interviews and presentations shall be based upon the written proposal received.

4. The Selection Committee will assign ratings in the evaluation and recommendation process in accordance with the evaluation criteria listed in Evaluation Criteria, Section 7.

5. The District has the option to award or reject any or all proposals or contracts resulting from this RFP.

If required, the Selection Committee shall request presentations given by the shortlisted firms using the following factors. This rating will determine the highest-rated firm.

1. Project understanding, approach, and management. (30%)

2. Price Proposal (30%)

3. Knowledgeable answers during the Q&A session. (40%)

*If Firm A receives 90% and Firm B receives 80%, Firm A will be ranked #1, and Firm B will be ranked #2.

SECTION 9. CONFLICT OF INTEREST

All proposers must list all and any affiliations they have with other proposers, or a shared ownership interest greater than 5% with any District staff, District-appointed officials, or contracted persons. If your firm or any individual in your firm has a conflict, please submit the Conflict of Interest form with your proposal.

NOTE: Proposers must disclose the name of any District employee or Board of Supervisor official that is a known relative of an employee, officer, director, shareholder, or agent of their firm.

SECTION 10. COSTS INCURRED IN RESPONDING

RFP# C007092, page 7

All costs directly or indirectly related to proposal preparation, representation or clarification shall be the sole responsibility of and be borne by the proposer.

SECTION 11. CONTRACTUAL REQUIREMENTS

11.1 A District contract will be drafted with the successful proposer, and all general District terms and conditions apply.

11.2 INDEMNIFICATION. The Proposer shall indemnify and hold harmless the District and their appointed officials, employees and volunteers from and against all claims, damages, losses and expenses, including legal costs, arising out of or resulting from the performance of this contract, provided that any such claim, damage, loss or expenses is attributed to bodily injury, sickness, disease, personal injury or death, or to injury to or destruction of tangible property including the loss or loss of use resulting there from and is caused in whole or in part by any negligent act or omission of the Proposer.

SECTION 12. SCOPE OF SERVICES

12.1 SCOPE OF SERVICES INTRODUCTION

The Central Florida Tourism Oversight District (“District”) is soliciting proposals from experienced and qualified professional firms to provide annual winter maintenance cleaning and eddy current testing services. The intent of the Request for Proposals (“RFP”) is to contract with 1 firm.

12.2 SCOPE OF SERVICES

Central Energy Plant (CEP)

Provide all labor, materials, equipment, supervision, and documentation necessary to perform annual winter chiller maintenance cleaning and Eddy current testing on the following equipment:

A. Eddy Current Testing Requirements:

i. Chiller 4, 6, 8 and 9: Eddy Current testing shall be performed on both the evaporator and condenser

ii. Chillers 2, 3, 5 and 7: Eddy Current testing shall be performed on the condenser only.

B. Annual Services:

i. Mobilization & Coordination for all chillers:

a. Mobilize all required labor, tools, and equipment to the job site.

b. Report to and coordinate with the Energy Plant Operations upon arrival.

c. Review operations logs to identify operational issues and performance trends.

Location: Central Energy Plant Chiller No. Make Model Chiller No. Make Model

2 York YKHHH0J2-DBES 3 York YKRPR3K4-DHGS 4 York YKRPR3K4-DHGS 5 York YKS2S2J2-OJAS 6 York YKRPR3K4-DHGS 7 York YKTGVBJ4-DHES 8 York YKTGVBJ4-DHES 9 York YKS2S2J2-OJAS

RFP# C007092, page 8

ii. Electrical & Mechanical Pre-Inspection for all chillers:

Perform Infrared (IR) thermographic scanning prior to disassembly to identify abnormal heat signatures in:

a. Chillers motors

b. Motor terminals

c. Starters

d. MCC buckets

e. Control panels

f. Disconnects

iii. Tube Cleaning and Eddy current testing:

a. Chillers 2, 3, 5, and 7: Remove water boxes and brush condenser tubes using hydrolance. Perform Eddy Current testing on condenser tubes.

b. Chillers 4, 6, 8, and 9: Remove water boxes and brush evaporator and condenser tubes using hydrolance. Perform Eddy Current testing on evaporator and condenser tubes.

c. Provide written Eddy current testing reports for all tested chillers, including: Identification and tagging of failed or marginal tubes.

iv. Water Box & Tube Sheet Inspection for all chillers:

a. Perform visual inspection of tube sheets, water boxes, and partition plates.

b. Document and report: Pitting, erosion, coating loss, fouling.

c. Photograph representative conditions.

d. Ensure a qualified Belzona contractor is on standby to make any repairs, if required.

v. Gaskets & Reassembly for all chillers:

a. Furnish and install new Original Equipment Manufacturer (OEM) water box gaskets.

b. Inspect and clean all gasket seating surfaces prior to installation.

c. Report any warped or damaged gasket seating surfaces.

d. Reinstall water boxes and verify proper sealing and leak free operation.

vi. Oil & Refrigerant System Maintenance for all chillers:

a. Remove and properly dispose of: External oil filters, refrigerant filter cores.

b. Furnish and install new: OEM oil filters, OEM refrigerant filter cores.

c. Collect oil samples for independent laboratory analysis.

d. Record oil and refrigerant levels pre and post service.

e. Note and report abnormal oil sample results requiring follow up.

f. Inspect for refrigerant leaks and document findings.

vii. Controls, safety, & performance verification for all chillers:

a. Inspect control panels for moisture or contamination.

RFP# C007092, page 9

b. Tighten electrical connections to manufacturers recommended.

c. Calibrate controls as required.

d. Verify proper operation of safety related to: flow, pressure and temperature.

e. Confirm alarms are functional.

f. Record approach temperatures pre and post cleaning, and compare against prior year data if available.

viii. Startup & Restoration for all chillers:

a. Start chillers and confirm proper operation.

b. Record operating data.

c. Clean and restore all affected work areas.

C. Reporting Requirements for all chillers:

A final report shall be provided and shall include, at a minimum:

i. Documentation of existing conditions

ii. Eddy Current testing data and summary

iii. Deficiency list ranked by severity

iv. Recommended corrective actions

v. Photographic documentation (as applicable)

Note: Proposal will not include overtime or weekend work.

Contemporary Hotel Chiller Plant (CHOT)

Provide all labor, materials, equipment, supervision, and documentation necessary to perform annual winter chiller maintenance cleaning and Eddy current testing on the following equipment:

A. Eddy Current Testing Requirements:

i. Chillers 1 and 2: Eddy Current testing shall be performed on the condenser only.

B. Annual Services:

i. Mobilization & Coordination for both chillers:

a. Mobilize all required labor, tools, and equipment to the job site.

b. Report to and coordinate with the Energy Plant Operations upon arrival.

c. Review operations logs to identify operational issues and performance trends.

ii. Electrical & Mechanical Pre-Inspection for both chillers:

Perform Infrared (IR) thermographic scanning prior to disassembly to identify abnormal heat signatures in:

a. Chillers motors

b. Motor terminals

c. Starters

Location: Contemporary Hotel Chiller Plant Chiller No. Make Model Chiller No. Make Model 1 Carrier 19CB41XX 2 Carrier 19CB41XX

RFP# C007092, page 10

d. MCC buckets

e. Control panels

f. Disconnects

iii. Tube Cleaning & Eddy Current testing for both chillers:

g. Remove water boxes and brush condenser tubes using hydrolance

h. Perform Eddy Current testing on condenser tubes

i. Provide written Eddy Current testing reports for all tested chillers, including Identification and tagging of failed or marginal tubes.

ix. Water Box & Tube Sheet Inspection for both chillers:

a. Perform visual inspection of tube sheets, water boxes, and partition plates.

b. Document and report: Pitting, erosion, coating loss, fouling.

c. Photograph representative conditions.

d. Ensure a qualified Belzona contractor is on standby to make any repairs, if required.

x. Gaskets & Reassembly for both chillers:

a. Furnish and install new Original Equipment Manufacturer (OEM) water box gaskets.

b. Inspect and clean all gasket seating surfaces prior to installation.

c. Report any warped or damaged gasket seating surfaces.

d. Reinstall water boxes and verify proper sealing and leak free operation.

xi. Oil & Refrigerant System Maintenance for both chillers:

a. Remove and properly dispose of: External oil filters, refrigerant filter cores.

b. Furnish and install new: OEM oil filters, OEM refrigerant filter cores.

c. Collect oil samples for independent laboratory analysis.

d. Record oil and refrigerant levels pre and post service.

e. Note and report abnormal oil sample results requiring follow up.

f. Inspect for refrigerant leaks and document findings.

xii. Controls, safety, & performance verification for both chillers:

a. Inspect control panels for moisture or contamination.

b. Tighten electrical connections to manufacturers recommended.

c. Calibrate controls as required.

d. Verify proper operation of safety related to: flow, pressure and temperature.

e. Confirm alarms are functional.

f. Record approach temperatures pre and post cleaning, and compare against prior year data if available.

xiii. Startup & Restoration for both chillers:

a. Start chillers and confirm proper operation.

b. Record operating data.

RFP# C007092, page 11

c. Clean and restore all affected work areas.

C. Reporting Requirements for both chillers:

A final report shall be provided and shall include, at a minimum:

vi. Documentation of existing conditions

vii. Eddy Current testing data and summary

viii. Deficiency list ranked by severity

ix. Recommended corrective actions

x. Photographic documentation (as applicable)

Note: Proposal will not include Overtime or weekend work.

Epcot Central Energy Plant (ECEP)

i. Chillers 1, 2, 3, and 5: Eddy Current testing shall be performed on both the evaporator and condenser.

ii. Chillers 4, 6, 7, and 8: Eddy Current testing shall be performed on the condenser only.

B. Annual Services:

i. Mobilization & Coordination for all chillers:

a. Mobilize all required labor, tools, and equipment to the job site.

b. Report to and coordinate with the Energy Plant Operations upon arrival.

c. Review operations logs to identify operational issues and performance trends.

ii. Electrical & Mechanical Pre-Inspection for all chillers:

Perform Infrared (IR) thermographic scanning prior to disassembly to identify abnormal heat signatures in:

a. Chillers motors

b. Motor terminals

c. Starters

Location: EPCOT Central Energy Plant Chiller No. Make Model Chiller No. Make Model

1 SMARDT

WE650.5X.F2CDQB.

F2CRQB.TSO

2 SMARDT

WE650.5X.F2CDQ

B.F2CRQB.TSO

3 York YKVHVDJ4-DHF 4 York YKVHVDJ4-DHFS

5 Carrier 19CB8941XX 6 Carrier 19CB8941XX

7 York YKVHVDJ4-DHFS 8 York YKVHVDJ4-DHF

RFP# C007092, page 12

d. MCC buckets

e. Control panels

f. Disconnects

iii. Tube Cleaning & Eddy Current Testing for all chillers:

a. Chillers 4, 6, 7, and 8: Remove water boxes and brush condenser tubes using hydrolance. Perform Eddy Current testing on condenser tubes.

b. Chillers 1, 2, 3 and 5: Remove water boxes and brush evaporator and condenser tubes using hydrolance. Perform Eddy Current testing on evaporator and condenser tubes

c. Provide written Eddy Current testing reports for all tested chillers, including: Identification and tagging of failed or marginal tubes.

iv. Water Box & Tube Sheet Inspection for all chillers:

a. Perform visual inspection of tube sheets, water boxes, and partition plates.

b. Document and report: Pitting, erosion, coating loss, fouling.

c. Photograph representative conditions.

d. Ensure a qualified Belzona contractor is on standby to make any repairs, if required.

v. Gaskets & Reassembly for all chillers:

a. Furnish and install new Original Equipment Manufacturer (OEM) water box gaskets.

b. Inspect and clean all gasket seating surfaces prior to installation.

c. Report any warped or damaged gasket seating surfaces.

d. Reinstall water boxes and verify proper sealing and leak free operation.

vi. Oil & Refrigerant System Maintenance for all chillers:

a. Remove and properly dispose of: External oil filters, refrigerant filter cores.

b. Furnish and install new: OEM oil filters, OEM refrigerant filter cores.

c. Collect oil samples for independent laboratory analysis.

d. Record oil and refrigerant levels pre- and post-service.

e. Note and report abnormal oil sample results requiring follow up.

f. Inspect for refrigerant leaks and document findings.

vii. Controls, safety, & performance verification for all chillers:

a. Inspect control panels for moisture or contamination.

b. Tighten electrical connections to manufacturers recommended.

c. Calibrate controls as required.

d. Verify proper operation of safety related to: flow, pressure and temperature.

e. Confirm alarms are functional.

f. Record approach temperatures pre and post cleaning, and compare against prior year data if available.

viii. Startup & Restoration for all chillers:

RFP# C007092, page 13

a. Start chillers and confirm proper operation.

b. Record operating data.

c. Clean and restore all affected work areas.

C. Reporting Requirements for all chillers:

A final report shall be provided and shall include, at a minimum:

i. Documentation of existing conditions

ii. Eddy Current testing data and summary

iii. Deficiency list ranked by severity

iv. Recommended corrective actions

v. Photographic documentation (as applicable)

D. Clarifications:

i. Contractors shall be OEM certified and factory trained on Smardt chillers and must demonstrate equivalent experience with magnetic bearing centrifugal chillers.

ii. Contractor shall be authorized to perform work without voiding any applicable warranties.

Note: Proposal will not include overtime or weekend work.

North Studios Energy Plant (NSEP)

i. Chillers 3 and 4: Eddy Current testing shall be performed on both the evaporator and condenser.

ii. Chillers 1, 2, 5, 6, 7, and 8: Eddy Current testing shall be performed on the condenser only.

B. Annual Services:

i. Mobilization & Coordination for all chillers:

a. Mobilize all required labor, tools, and equipment to the job site.

b. Report to and coordinate with the Energy Plant Operations upon arrival.

Location: North Studios Energy Plant Chiller No. Make Model Chiller No. Make Model

1 York YKGFGBJ1-CBF 2 York YKGFGBJ1-CBF

3 York YKGFGBJ1-CBF 4 York YKGFGBJ1-CBF

5 York YKGFGBJ1-CBF 6 York YKGFGBJ1-CBF

7 York YKGFGBJ1-CBF 8 Carrier

19XR –

7270555EKS64S

RFP# C007092, page 14

c. Review operations logs to identify operational issues and performance trends.

ii. Electrical & Mechanical Pre-Inspection for all chillers:

Perform Infrared (IR) thermographic scanning prior to disassembly to identify abnormal heat signatures in:

a. Chillers motors

b. Motor terminals

c. Starters

d. MCC buckets

e. Control panels

f. Disconnects

iii. Tube Cleaning & Eddy Current Testing:

a. Chillers 1, 2, 5, 6, 7, and 8: Remove water boxes and brush condenser tubes using hydrolance. Perform Eddy Current testing on condenser tubes.

b. Chillers 3 and 4: Remove water boxes and brush evaporator and condenser tubes using hydrolance. Perform Eddy Current testing on evaporator and condenser tubes.

c. Provide written Eddy Current testing reports for all tested chillers, including: Identification and tagging of failed or marginal tubes

iv. Water Box & Tube Sheet Inspection for all chillers::

a. Perform visual inspection of tube sheets, water boxes, and partition plates.

b. Document and report: Pitting, erosion, coating loss, fouling.

c. Photograph representative conditions.

d. Ensure a qualified Belzona contractor is on standby to make any repairs, if required.

v. Gaskets & Reassembly for all chillers:

a. Furnish and install new Original Equipment Manufacturer (OEM) water box gaskets.

b. Inspect and clean all gasket seating surfaces prior to installation.

c. Report any warped or damaged gasket seating surfaces.

d. Reinstall water boxes and verify proper sealing and leak free operation.

vi. Oil & Refrigerant System Maintenance for all chillers:

a. Remove and properly dispose of: External oil filters, refrigerant filter cores.

b. Furnish and install new: OEM oil filters, OEM refrigerant filter cores.

c. Collect oil samples for independent laboratory analysis.

d. Record oil and refrigerant levels pre- and post-service.

e. Note and report abnormal oil sample results requiring follow up.

f. Inspect for refrigerant leaks and document findings.

xiv. Variable Frequency Drive (VFD) Cooling System Maintenance:

RFP# C007092, page 15

a. Remove and clean VFD heat exchangers on Chillers 1, 2, 3, 4, 5, 6, and 7.

b. Replace VFD cooling fluid in Chillers 1, 2, 3, 4, 5, 6, and 7.

1. Cooling fluid shall be owner furnished.

2. Gaskets shall be provided by the vendor.

xv. Controls, Safety & Performance Verification for all chillers:

a. Inspect control panels for moisture or contamination.

b. Tighten electrical connections to manufacturers recommended.

c. Calibrate controls as required.

d. Verify proper operation of safety related to: flow, pressure and temperature.

g. Confirm alarms are functional.

h. Record approach temperatures pre and post cleaning, and compare against prior year data if available.

ix. Startup & Restoration for all chillers:

a. Start chillers and confirm proper operation.

b. Record operating data.

c. Clean and restore all affected work areas.

C. Reporting Requirements for all chillers:

A final report shall be provided and shall include, at a minimum:

i. Documentation of existing conditions

ii. Eddy Current testing data and summary

iii. Deficiency list ranked by severity

iv. Recommended corrective actions

v. Photographic documentation (as applicable)

Note: Proposal will not include overtime or weekend work, VFD fluid (owner furnished).

South Studios Energy Plant (SSEP)

Provide all labor, materials, equipment, supervision, and documentation necessary to perform annual winter chiller maintenance cleaning and Eddy current testing on the following equipment: Chillers 1 and 2.

i. Chillers 1 and 2: Eddy Current testing shall be performed on the condenser only.

B. Annual Services:

i. Mobilization & Coordination for all chillers:

a. Mobilize all required labor, tools, and equipment to the job site.

Location: South Studios Energy Plant Chiller No. Make Model Chiller No. Make Model

1 York YKIBKSK1-EZGS 2 York YKIBKSK1-EZGS

RFP# C007092, page 16

b. Report to and coordinate with the Energy Plant Operations upon arrival.

c. Review operations logs to identify operational issues and performance trends.

ii. Electrical & Mechanical Pre-Inspection for all chillers:

Perform Infrared (IR) thermographic scanning prior to disassembly to identify abnormal heat signatures in:

a. Chillers motors

b. Motor terminals

c. Starters

d. MCC buckets

e. Control panels

f. Disconnects

iii. Tube Cleaning & Eddy Current Testing for all chillers:

a. Chillers 1 and 2: Remove water boxes and brush condenser tubes using hydrolance. Perform Eddy Current testing on condenser tubes.

d. Provide written Eddy Current testing reports for all tested chillers, including: Identification and tagging of failed or marginal tubes

iv. Water Box & Tube Sheet Inspection for all chillers:

a. Perform visual inspection of tube sheets, water boxes, and partition plates.

b. Document and report: Pitting, erosion, coating loss, fouling.

c. Photograph representative conditions.

d. Ensure a qualified Belzona contractor is on standby to make any repairs, if required.

x. Gaskets & Reassembly for all chillers:

a. Furnish and install new Original Equipment Manufacturer (OEM) water box gaskets.

b. Inspect and clean all gasket seating surfaces prior to installation.

c. Report any warped or damaged gasket seating surfaces.

d. Reinstall water boxes and verify proper sealing and leak free operation.

xi. Oil & Refrigerant System Maintenance for all chillers:

a. Remove and properly dispose of: External oil filters, refrigerant filter cores.

b. Furnish and install new: OEM oil filters, OEM refrigerant filter cores.

c. Collect oil samples for independent laboratory analysis.

d. Record oil and refrigerant levels pre- and post-service.

e. Note and report abnormal oil sample results requiring follow up.

f. Inspect for refrigerant leaks and document findings.

xii. Controls, safety, & performance verification for all chillers:

RFP# C007092, page 17

a. Inspect control panels for moisture or contamination.

b. Tighten electrical connections to manufacturers recommended.

c. Calibrate controls as required.

d. Verify proper operation of safety related to: flow, pressure and temperature.

e. Confirm alarms are functional.

f. Record approach temperatures pre and post cleaning, and compare against prior year data if available.

xiii. Startup & Restoration for all chillers:

a. Start chillers and confirm proper operation.

b. Record operating data.

c. Clean and restore all affected work areas.

C. Reporting requirements for all chillers:

A final report shall be provided and shall include, at a minimum:

i. Documentation of existing conditions

ii. Eddy Current testing data and summary

iii. Deficiency list ranked by severity

iv. Recommended corrective actions

v. Photographic documentation (as applicable)

Note: Proposals will not include overtime or weekend work.

SECTION 13. LICENSING/PERMITS/CERTIFICATIONS/REQUIREMENTS

13.1 The Contractor or Subcontractor performing Eddy Current testing must be ASNT SNT-TC-1a level II certified.

13.2 In order to use the Central Florida Tourism Oversight District (the District) Building & Safety online permitting services to apply for permits, schedule inspections and obtain general permitting information, all users must be registered with the District in the main permitting system. All information must be verified and kept up to date throughout the year, including the main email address. Once established in our main permitting system, all approved users can then apply for a login registration with our online permitting system, Accela Citizen Access (ACA), at https://ca.rcid.org/citizenaccess. Additional information on how to register with ACA (ACA User Guide) along with other information regarding permitting can be found on the Building Department website page: https://www.oversightdistrict.org/doing-business/building-department/.

SECTION 14. QUALITY CONTROL OR WARRANTY

14.1 Contractor shall establish a quality control/quality assurance program specific to this contract scope and shall maintain and monitor the program throughout the life of the contract.

14.2 The District will have the right at any stage of the operation to reject any or all work and material that in the District’s opinion does not meet the requirements of the scope.

14.3 Contractor warrants all labor, materials, and equipment furnished under this solicitation are new, of the type and quality required for the Project, and installed in a good and workmanlike manner in accordance with the Solicitation Documents. Contractor shall guarantee the work is free from https://nam11.safelinks.protection.outlook.com/?url=https%3A%2F%2Fca.rcid.org%2Fcitizenaccess&data=05%7C02%7Cbids%40oversightdistrict.org%7C59dde967490842b38d5e08ddd10bd6a7%7Cea36a1a64b7f42728d0c5c7d11a52876%7C0%7C0%7C638896570965820559%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=uKbPupzEiMnzuykNohtc2TfBPVK1NeTHikil%2BFuo08c%3D&reserved=0 https://nam11.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.oversightdistrict.org%2Fdoing-business%2Fbuilding-department%2F&data=05%7C02%7Cbids%40oversightdistrict.org%7C59dde967490842b38d5e08ddd10bd6a7%7Cea36a1a64b7f42728d0c5c7d11a52876%7C0%7C0%7C638896570965831157%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=1IUGwRbRjxnM%2FReyVK6BZpw6rjBT7ejuFMsexnijcAs%3D&reserved=0 https://nam11.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.oversightdistrict.org%2Fdoing-business%2Fbuilding-department%2F&data=05%7C02%7Cbids%40oversightdistrict.org%7C59dde967490842b38d5e08ddd10bd6a7%7Cea36a1a64b7f42728d0c5c7d11a52876%7C0%7C0%7C638896570965831157%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=1IUGwRbRjxnM%2FReyVK6BZpw6rjBT7ejuFMsexnijcAs%3D&reserved=0

RFP# C007092, page 18 any defects in workmanship for a period of not less than ONE (1) year from the date of project completion. Contractor shall guarantee the materials provided shall be free from any defects for the longer of: ONE (1) year from the date of the project completion; or (b) the period of warranty provided by any supplier or manufacturer. If warranty period offered is greater than one (1) year, Contractor is to submit the Warranty Offered Form attached to this solicitation.

SECTION 15. DAMAGE

15.1 Any damages caused by the Contractor shall be repaired by the Contractor within twenty-four

(24) hours, or shall be repaired by the District and back-charged at the current rate per man hour plus material plus twenty percent (20%) on material only. Any materials required to correct damages caused by the Contractor shall be the responsibility of the Contractor.

15.2 Contractor must report all damages to the District immediately.

15.3 Damages attributed from the Contractor will be at no cost to the District.

SECTION 16. SAFETY

16.1 Contractor is responsible for initiating, maintaining and supervising safety precautions and programs in connection with the services, and must provide protection to prevent injury to all persons involved in any way in the Work provided.

16.2 All services, whether performed by the Contractor, its subcontractors, or anyone directly or indirectly employed by any of them, and all applicable equipment, machinery, materials, tools, and like items used in the services, must be in compliance with, and conform to: (a) all applicable laws, ordinances, rules, regulations, and order of any public, quasi-public, or other governmental authority; and (b) all codes, rules, regulations, and requirements, the more stringent must govern.

16.3 Contractor must acquire all necessary certifications and ensure all employees hold such certifications as applicable for their work to the District. Contractor must be accountable for all training and certifications (i.e., heavy equipment and guest relations). Except as otherwise specified, the Contractor’s services must conform to accepted practices as used in the trade or to the satisfaction of the District.

16.4 All Contractor’s equipment shall be properly maintained with all safety equipment intact and operational.

16.5 Contractor shall maintain safe working environments in conformance with all applicable Occupational Safety and Health Administration (“OSHA”) standards, Walt Disney World (“WDW”), Reedy Creek Energy Services (“RCES”), and CFTOD safety standards and requirements.

16.6 The Contractor shall be for the safety of its employees and shall, at a minimum, require applicable personal protective equipment (“PPE”) including, but not limited to, hard hat, safety vest, eye, ear, and hand protection.

16.7 All Contractors’ employees must wear brightly colored safety vests (Florida Department of Transportation “FDOT” specifications by road speed) when working within fifteen feet (15’) of any roadway. All safety apparel (including but not limited to vests) must be properly maintained.

16.8 Lockout Tagout (“LOTO”): Contractor shall comply with CFTOD LOTO procedures.

16.9 Project Specific Safety Plan (“PSSP”): When applicable, Contractor shall furnish and have accepted through CFTOD safety prior to commencement of work. The Contractor must supply

RFP# C007092, page 19 their own cranes or lifts in their cost, if necessary.

16.10 Contractor will provide a Project Specific Safety Plan (“PSSP”) to District’s Construction Safety Consultant prior to start of any work to include the following:

• Contractor company name and contact information;

• Project number and name;

• Summary of work to be performed;

• Personnel names to be working onsite;

• Equipment to be utilized in performance of the work; and

• Job hazard analysis (“JHA”)

SECTION 17. DISTRICT GUIDELINES

The following applies to ALL contract work:

17.1 The Contractor shall at all times keep the general area in which the services are to be performed clean and free from accumulation of waste materials or rubbish (including, without limitation, hazardous waste),caused by performance of the Services, and shall continuously throughout performance of the Services remove and dispose of all such materials. The District may require the Contractor to comply with such standards, means, and methods of cleanup, removal, disposal as the District may make known to the Contractor and/or as required by any applicable laws. In the event the Contractor fails to keep clean of such rubbish and waste in the affected areas, and the District incurs the clean-up cost, the District will deduct the expenses incurred from any sums then or thereafter due the Contractor.

17.2 District will designate where Contractor’s crew will take breaks, lunches, and use restroom facilities.

17.3 Employee personal vehicles will be parked only in areas designated by the District. No smoking of any kind at any time on District property.

17.4 Contractor shall ensure that all vehicles and uniforms used by their staff are identified with company name and logo.

17.5 District reserves the right to refuse any Contractor’s employee who does not meet or conform to the District’s policies. Contractor’s employees shall be required to maintain a level a professional appearance at all times while performing required tasks in or out of guest view. This includes as level of professional hygiene that includes all Contractor-provided uniforms.

17.6 Contractor shall be responsible for initiating, maintaining and supervising safety precautions and programs in connection with the services, and shall provide all protection to prevent injury to all persons involved in any way in the Services.

17.7 Any and all complaints or calls for assistance from the District or its agents or representatives shall be responded to by the Contractor within twenty-four (24) hours of the District’s issuance of such complaints or calls and all repairs or work which precipitated such complaint shall be diligently and professionally completed by the Contractor.

17.8 Contractor shall cause all of its employees to behave in a friendly, respectable, and courteous manner toward the District, guests, staff, and management. In the event the District believes that any of the Contractor’s employees are acting other than herein required, or the District or its agents determine that any of such employees are not performing their duties in a competent

RFP# C007092, page 20 manner, the District shall so advise the Contractor and the Contractor shall promptly arrange to correct the deficiencies or to replace such employee as reasonably approved by the District.

Contractor shall maintain continuous and regular communications with the District concerning safety and other factors that relate to the performance requirements hereunder and concerning any injury or damage to guests or Contractor’s employees that may result or occur in connection with the services to be provided by the Contractor hereunder.

17.9 All services shall be approved by and scheduled through the District or its authorized representative.

SECTION 1. GENERAL INFORMATION